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P. O. Box 713—01100 KAJIADO KENYA TEL: 0739 969 020, 0739 969 021
Website: http://www.umma.ac.ke Email: [email protected]
PREQUALIFICATION DOCUMENT
FOR
SUPPLIERS FOR GOODS AND SERVICES
TENDER No: UMMA/PQOS/1/2016-2017-A
UMMA/PQOS/1/2016-2017-B
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PRE-QUALIFICATION OF SUPPLIERS FOR GOODS AND
SERVICES/WORKS FOR THE PERIOD ENDING 31/12/2017
TENDER No: UMMA/PQOS/1/2016-2017-A
UMMA/PQOS/1/2016-2017-B
Umma University is an Islamic based, non-profit, Private University offering Higher
Education in Kenya. It was incorporated in June 2013 when the University was awarded
Letter of Interim Authority (LIA). We are pleased to invite interested and competent bidders
to tender for prequalification of goods and services for the period ending Dec 2017. For
further information visit our website www.umma.ac.ke
All interested and eligible suppliers/service providers are invited to apply for prequalification,
indicating the code number and sub-category of goods or services they wish to supply.
Document Collection or Download Instructions:
Supplier Pre-qualification documents, including the pre-qualification criteria can be obtained
from our website www.umma.ac.ke. Suppliers/service providers must pay a non-refundable
fee of Kshs 1,500 to: Account Name-Umma University, KCB Account no; 1144757843,
Branch; Kajiado and be issued with a receipt from our accounts office. That receipt must be
attached to the pre-qualification documents before sealing and submitting.
Submission Instructions:
The bidders MUST comply with all the instructions, terms and conditions and particularly
ensure that all the forms required are properly completed.
Completed pre-qualification documents Must be submitted enclosed in plain sealed
envelopes, clearly marked “TENDER NO UMMA/PQOS/1/2016-2017-A” for goods and
“TENDER NO UMMA/PQOS/2016-2017-B for works and service. They should be placed
in the Tender Box at the University Reception, Kajiado Campus not later than 10:00 am on
the closing date, Wednesday 23rd November 2016. The prequalification documents will be
opened on the same day at 11:30 a.m. at the University Hall.
Please note the following:-
1. Suppliers who are currently doing business with Umma should also apply for the pre-
qualification.
2. Any Tender document received after the deadline shall be disqualified.
3. To be eligible, suppliers must prove that they qualify to participate in this Pre-
qualification by providing the following documents:-
Certified copy of the Certificate of Incorporation or Business Registration
Certificate
Curriculum Vitae (CV’s) of the proposed key staff dully signed by the
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proposed individuals.
Certified copies of certificates and testimonials of the proposed key staff.
Proof of r e g i s t r a t i o n w i t h the r e l e v a n t Accreditation Boards and
professional bodies for the specified consultants.
Letter of recommendation from past clients.
4. Umma University reserves the right to accept or reject any tender in whole or in
part and is not bound to give reasons for the decision taken.
5. The Tender closes on the date indicated on the advertisement and will be opened
immediately thereafter at university hall.
6. Carefully read the instructions before completing the questionnaire. Note that
Submission of false information will lead to automatic disqualification.
7. Responses to the pre-qualification questionnaire must be in accordance with the
requirements for information in the document.
8. Participants should indicate clearly the goods, services or works they would want to
be considered for short-listing, drawing reference from the schedule provided.
9. Answers to the questionnaire should be relevant to the goods; service or works
applied for and should be as clear and concise as possible.
10. In selection of suppliers, Umma will short-list only those firms that are able to
demonstrate their competence to supply the listed products or undertake listed works
registered service providers, contractors, manufactures, as well as retailers and dealers
are encouraged to apply within the lines of their registered business.
12. The document should be signed by the authorized representative of the organization,
stamped and submitted with relevant supporting documents such as relevant licenses,
References, certificates, and any other information that the applicant wish to be
considered.
13. Umma has the right to invite Open Tenders for goods, works or services in any of the
categories as and when required in line with its procurement procedures
14. Umma reserves the right to authenticate information provided herein without
reverting to the participant.
15. Umma reserves the right to accept or reject any tender without assigning any reasons
for the decision.
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2.0 PRE-QUALIFICATION INSTRUCTIONS
2.1 Introduction
Umma University would like to invite interested suppliers/Service providers who
must qualify by meeting the set criteria below as provided to be included in the
supplier database and be considered for the supply of goods and services/works to the
organization for a period of one year. Pre-qualification process is not a guarantee for
business; rather, it is a process that ensures companies that are prequalified become
eligible to be called upon to provide quotations for the provision of goods and
services, when such services or goods are required by the organization.
2.2 Invitation of Pre-qualification
Suppliers registered with Registrar of Companies under the Laws of Kenya in
respective merchandise or services are invited to submit their Pre-Qualification
documents to Umma University, so that they may be pre-qualified for submission of
quotations. The prospective suppliers are required to supply mandatory information
for pre-qualification.
2.3. Pre-qualification Document
This document includes questionnaire forms and documents required from
prospective suppliers. In order to be considered for pre-qualification, prospective
suppliers must submit all the information herein requested. Failure to supply any of
the required mandatory documents will lead to an automatic disqualification.
2.4 Questions Arising from Documents
Questions that may arise from the pre-qualification documents should be directed to
the Following address:
Vice-Chancellor
Umma University
P. O. Box 713- 01100
Kajiado, Kenya
2.5 Additional Information
Umma University reserves the right to request submission of additional information
from prospective supplier/service providers without offering any explanation for such
request.
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2.6 Request for quotations
Umma University will request for quotations only from those suppliers/service
providers who have been successful at the Pre-qualification stage and have been
notified in writing as being successful pre-qualified suppliers/service providers for
Umma University for the period specified in this pre-qualification document. A
supplier/service provider will be deemed to have been successful for this pre-
qualification after scoring more than 70 points after the completion of the pre –
qualification process.
3.0. BRIEF CONTRACT REGULATIONS / GUIDELINES FOR PRE-
QUALIFICATION OF SUPPLIERS/SERVICE PROVIDERS FOR PERIOD
ENDING 31/12/2017
3.1 Contract Price
The contract shall be of unit price type or cumulative of computed unit price and
quantities required. Quantities may increase or decrease as determined by demand on
the authority of the Procurement Committee. Prices quoted should be inclusive of all
delivery charges. Taxes and other VAT to be charged for the supply of goods and
services shall be clearly indicated on the invoice.
3.2 Payments terms
3.2.1 All local purchase shall be on credit terms of a minimum of thirty (30) days
or as may be stipulated in the Contract Agreement.
3.2.2 No payment shall be made to any other company or name apart from the one
appearing on original quotation or the one pre-qualified.
3.2.3 Payment shall only be in the quoted currency
3.2.4 Payment shall only be through a cheque or bank transfer to the company
account and not to the individual account.
3.2.5 For supply of goods, Umma University shall not make any advance payment
to the supplier. The supplier shall be paid upon delivery and receipt of the requested
supplies in full in line with clause 3.2.1 above.
3.2.6 All payment requests must be accompanied by all the relevant support
documentations, such as invoice, GRN, certificate of completion, delivery notes,
original receipts, etc. No payment shall be made without proper support documents as
outlined in the contract.
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4.0 PRE-QUALIFICATION OF SUPPLIERS FOR YEAR ENDING 31ST DEC 2017
Umma University wishes to update its list of suppliers for the year ending 31st Dec 2017 and
now invites sealed applications from interested and eligible firms to be considered for pre-
qualification to supply various goods, works and services hereunder.
ITEM DESCRIPTION
NO
CATEGORY A - SUPPLY OF GOODS
1 Supply of General Office Stationery
2 Supply of Computer Stationery and Computer related Consumables ,Computer Hardware
& Software
3 Provision of Design Artworks & Printing of Promotional material & branded materials eg
T-shirts, polo shirt, umbrellas, caps, bag, banners, tear drops umbrellas, bags and other
promotional items
4 Provision of Design Artworks & Printing General Office Stationery, Corporate
Newsletter, Calendars, Diaries, Cards, Brochures and fliers.
5 Supply and Maintenance of Office Furniture
6 Supply of Staff Uniforms , Executive Suites, Shoes and Protective Clothing/gear/shoes
7 Supply of Newspapers, Magazines and Periodicals
8 Supply of Library Books
9 Supply of Fresh Milk
10 Supply of Meat
11 Supply of fresh and dry food stuffs
CATEGORY B - PROVISION OF WORKS/SERVICES
12 Vehicle maintaince and repairs
13 Small Building works e.g. Renovations, Partitioning, Painting, Plumping and related
services
14 Supply of Electrical fittings & Accessories and general hardware and plumbing materials
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15 Supply and maintenance of office furnishings e.g. drapery, vertical blinds and curtains.
16 Supply and Maintenance of Air conditioners.
17 Supply and Maintenance of Fire Suppression and Fire Fighting Equipment
18 Supply and Maintenance of Maintenance of ICT equipment (computers laptops, printers,
serves)
19 Supply and maintenance of CISCO Telephone Equipment and Accessories
20 Supply and Maintenance of CCTV surveillance, Access and Live stream.
21 Provision of Security Guarding and Alarm Services
22 Provision of Cleaning Services
23 Provision of Event Management Services (Hospitality Services, outside catering)
24 Provision of Pests Control Services
25 Provision of Air Travel, Reservations and Ticketing Services
26 Provision of Courier Services/Mail Delivery
27 Supply and Maintenance of Signage and Advertising
Bidders who are currently doing business with Umma University are required to re-
apply to be considered for pre-qualification
5.0: PRE-QUALIFICATION DATA INSTRUCTIONS
5.1 Pre-qualification data forms
The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7, are to be
completed by prospective suppliers/service providers who wish to be pre-qualified for
submission of tender for the specific category.
The pre-qualified application forms which are not filled out completely and submitted in the
prescribed manner will not be considered. All the documents that form part of the proposal
must be written in English. Failure to adhere to this shall lead to disqualification.
5.2 Qualification
5.2.1 It is understood and agreed that the pre-qualification data on prospective
suppliers/service providers is to be used by Umma University in determining, according to its
sole judgment and discretion, the qualifications of prospective suppliers/services providers to
perform in respect to the Tender Category as described by the client.
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5.2.2 Prospective supplier/service provider will not be considered qualified unless in the
judgment of Umma University and based on the set criteria they possess capability,
experience, qualified personnel available and suitability of equipment and net current assets
or working capital sufficient to satisfactorily execute the contract for goods/services.
5.3 Essential Criteria for Pre-qualification
(a) Suppliers written reference from the companies they have supplied goods
and services to must be attached to the bid documents. Suppliers with references
coming from regionally recognized companies or organizations shall have an added
advantage. The reference letter shall only be acceptable if it is on the referencing
company letter head and a company stamp and signed by the director/authorized
personnel of the referee company.
(b) Personnel: The names, pertinent information and CV of the key personnel for
individual or group to execute the contract must be indicated in form PQ-3. An organ
gram should be attached as well, including the contact information of the person who
will be handling any of the University contracts for supply of goods and services.
(c) Financial Condition: The Supplier’s financial condition will be determined
by latest financial statement submitted with the prequalification documents as well as
proof of financial capability regarding suppliers’ credit position. Potential suppliers
will be pre-qualified on the satisfactory information given.
(d) Special consideration: will be given to the financial resources available as
working capital, taking into account the amount of uncompleted orders on contract
and now in progress. Data to be filled / provided on Form PQ-4. However, potential
bidders should provide evidence of financial capability to execute the contract.
(e) Past Performance: Past performance will be given due consideration in pre-
qualifying bidders. Letter of reference from past customers should be included in
Form PQ-6
5.4 Withdrawal of Prequalification.
Should a condition arise between the time the firm apply for pre-qualification and the
bid opening date or between the time a supplier is pre-qualified and the time the
supplier is required to supply the goods or services, which could substantially change
the performance and qualification of the bidder or the ability to perform such as but
not limited to bankruptcy, change in ownership or new commitments, Umma
University reserves the right to disqualify such supplier from further pre-qualification
or even reject the tender from such a supplier even though they have been initially
pre-qualified.
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5.5 Valid registration:
The firm must have must be registered in Kenya, with certificate of Registration,
Incorporation/Memorandum and Articles of Association, copies of which must be
attached. A valid business/Trade licence must be attached to the bid document
6.0 Prequalification Criteria Required Information Form and Scoring
systems
1. Registration Documentation and Eligibility PQ-1 – (20 points)
2. Pre-qualification Data PQ-2- (15 points)
3. Supervisory Personnel PQ-3- (10 points)
4 Financial Position PQ-4- (25 points)
5. Confidential Report PQ-5- (5 points)
6. Past Experience PQ-6 – (25 points)
TOTAL 100
7.0 GENERAL AND COMPANY INFORMATION
7.1 FORM PQ-1 REGISTRATION DOCUMENTATION
All firms must provide certified copies of the following:-
1. Certificate of Registration / Incorporation.
2. VAT Registration Certificate.
3. Certified copies of audited accounts
4. Letter of recommendation from previous organization served.
5. Air Travel firms must be registered with IATA and any other relevant bodies
6. Transport Hire firms must attach evidence of having taken all the Insurance covers.
7. Outside Catering Services – bidders to avail a certificate of health for food handling
from relevant authorities
8. Certificate of transport for meat vendors
9. Copies of relevant registration certificates/permits/licenses specific to your line of
business from applicable bodies’ e.g. Ministry of Public Works, IATA, ERC, CCK,
AAK, MISK, CCK, LSK, ACPAK, ACPSK, ISPAK, Pest Control Board etc
(20 points)
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(A) COMPANY PROFILE
1. Company Name------------------------------------------------------
2. Trading Name (if different from above) ----------------------------------------
3. Legal status (partnership/sole proprietor/ Ltd. Company) -------------------------------
4. a) Company registration certificate No.------------------------------(attach copy)
b) Certification by regulatory bodies (eg , Ministry of public works etc (Attach copies
).
5. Nature of business licensed to operate ---------------------------------------------------------
6. Current trade license No ------------- Expiring Date--------------------------(attach
copy)
7. (a)VAT No.----------------------------------------------------------------------(Attach copy)
9. Contact Person: Name-----------------------------------
Title-----------------------------------
Tel .No.-------------------------------
10. Postal Address: -------------------------------------
Tel No: ---------------------------------------
Fax: ----------------------------------------
Physical location----------------------------------------
11. E-mail address-----------------------------------------------
Website---------------------------------------------------
12. Names of Directors and their nationality:
Names of partners/shareholders
Nationality Citizenship Percentage of shares
1
2
3
4
13 Name of Bank--------------------------Branch -----------------------------------
14 Insurers-------------------------------------------------
(B) ELIGIBILITY
1 Have you or your principals been subject of legal proceedings for insolvency,
bankruptcy, receivership or your business activities suspended for related reasons?----
------- If yes, when------------- (if yes, you must present legal documentary evidence
that you are cleared and your business is now solvent)
3 Are you or your servants or agents subject of legal proceedings for corrupt or
unethical business practice or offered any inducement to any procurement entity so
that you can be considered for award of a tender? Yes---- No---------
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4 Is the firm making this application or any of its directors been debarred or suspended
from participating in public procurement or have any procurement entity initiated
proceedings of that nature against the firm or one of its directors, for any reason
whatsoever?--------
7.2 FORM PQ-2 - PRE-QUALIFICATION AND COMPETENCY DATA
REGISTRATION OF SUPPLIERS APPLICATION FORM
1/ we ………………………………………………………… hereby apply for
registration as supplier(s) for ………………………………… (Item Description)
(Sub-Category No.)....................................................................
Post Office Address
…………………………………………………………………………………………
……….
Town……………………………………………………………………………………
Street……………………………………………………………………………………
Name of building …………………………………………………………………
Room / Office No. ……………………………………………… Floor No.
…………………..
Telephone Nos.…………………………………………………
Full Name of applicant ……………………………………………………………
Other branches location …………………………………………………………
Contact Person: …………………………………….............................................
Partnership (if applicable)
2. Names of Partners………………………………………………………
3. Business founded or incorporated…………………………………………...........
4. Under present management since……………………………………………..
5. Net worth equivalent Kshs…………………………………………………..
6. Bank reference and address ……………………………………………………
7. Indicate terms of trade/sale
(15 Points)
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CAPABILITY AND COMPETENCE TO DELIVER GOODS OR SERVICES
1 What products/services to do you want to be considered to supply-----------------------
(indicate relevant category and product code)
2 How many employees do you have? ------------- How many are permanent? ------
How many are temporary? -------------
3. Provide details of your key personnel and attach their CV’S
(Use a separate sheet of paper)
4. Are you a manufacturer/wholesaler/retailer/other (please specify) ----------------------
5. If a manufacturer or service organization, are your products certified by Kenya
Bureau of standards or are you affiliated to a recognized accrediting body? Yes/No.
(Attach documentary evidence of certification)
6. If you are not a manufacture, are you an authorized dealer? – Yes----No----- (attach
manufactures authorization)
7. Who are your major corporate clients for the past 2yrs. State Clients name, Product
service Provided, value of goods, works or service and contact person.
Name of organization
Value of business per Month
Contact person TEL. No.
1.
2.
3.
4.
5.
6.
8. What is your average response time to a request for quotation/RFP-----------------------
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------------------
9. What is your average response to delivery of goods /services after issuance of LPO?--
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------------------
10. What is the maximum value of business, which you can handle at any one time? Ksh-
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11. If your firm is pre-qualified and awarded the tender to supply goods or services, will
you abide by the agreed delivery period, quality and price as per specifications by
Umma University? Yes-----No---
7.3 PQ-3 SUPERVISORY PERSONNEL, PAST AND CURRENT
PERFORMANCE AND EXPERIENCE
Tender for Prequalification of Suppliers - Goods & Services for the period ending
31/12/2017
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Name………………………………………………………………………………………
Academic Qualification………………………………………………………………………
Professional qualification………………………………… (Attach Certificates if any)
Length of service with Contractor or Supplier position
held…………………………………………….
(10 Points)
1. Is this firm or its directors in any way associated with any other firm that is
currently conducting business with or have applied to be considered for
prequalification or any or any other tender in Umma University? If yes, please
provide the name(s) of those firm(s), their address, their nature of business and
indicate the relationship with the company making this application. (Attach details)---
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---------------
2. Is the firm making this application currently or in previous periods been
Contracted to supply goods or services to Umma University? Yes------No-
--. If yes indicate hereunder the financial year, the goods or services that you
supplied and their value.--------------------------------------------------------------------------
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------------------------------------
3. Have you at any one time been requested to quote for supply of goods and
services and failed to return the quotation without assigning reason for your
action? ----------------------------------------------------------------------------------------------
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------------------
4. Have you at any one time been issued with a purchase order by Umma University and
failed to deliver the goods or services without assigning and reason for your action? --
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-------------------------
5. If you are a current or previous period supplier of goods and services to, Umma
University have you at any one time been issued with a letter of cancellation of LPO
for
failure to supply goods within the agreed time or supplying inferior goods not
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within specifications?-----------------------------------------------------------------------------
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7.4 PQ-4 - FINANCIAL POSITION AND TERMS OF TRADE
(1) Attach a copy of firm’s audited accounts for previous two years. The audited
account to be signed and stamped by recognized audit firms.
(2) Attach evidence of cash position e.g. original certified copy of bank statement
regarding supplier’s credit position.
(3) If Pre-qualified, will you require advance from Umma University to supply
goods or services? -----------------Yes/No
(4) What will be your preferred payment terms (Umma proposes a minimum of 30
days credit terms?)
(5) What will be your preferred mode of payment?.....cheque/bank transfer/any
other (please indicate)
(25 Points)
7.5 PQ-5 : CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b)
or 2 (c) whichever applies to your type of business.
You are advised that it is a serious offence to give false information on this form
Part I- General:
Business Name……………………………………………………………………
Location of business premises…………………………………………….…………
Plot No. …………………………………….………
Street/Road…………………………..….…..
Postal Address……………………………………………..………….Tel.
No………………...…...
Nature of business…………………………………………………………………
Current Trade Licence. No………………………………….………Expiring
date………..……..
Maximum value of business which you can handle at any one time:
Kshs…………………………
15
Name of your bankers…………………………………………………Branch
1.
2.
3.
Part 2 (a) – Sole Proprietors
Your name in full………………….…………….Age………….…….
Nationality………………………Country of origin……………………………….
*Citizenship details…………………………….……………….….
Part 2 (b) Partnership
Given details of partners as follows:
Name Nationality Citizenship Details Shares
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
……………………………………………………………………………
Part 2 ( c) – Registered Company:
Private or Public……………………………………………………………….
State the nominal and issued capital of company-
Nominal Kshs.………………………………..
Issued Kshs..…………………………………..
Given details of all directors as follows:-
Name Nationality Citizenship Details Shares
1. ……………………………………………………………………
2. ………………………………………………………………
3. ……………………………………………………………………
4. ……………………………………………………………………
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Date ………………………………………………..….Signature of
Candidate……………………….
(5 points)
7.6 FORM PQ-6 – SUPPLIER’S REFERENCES
NAMES OF THE APPLICANT’S CLIENTS IN THE LAST 2 YEARS
1. Name of the 1st Client (Organization)
i) Name of Client (organization) ……………………………………………………
ii) Address of Client (organization) ………………………………………………
iii) Name of Contact Person at the client (organization) …………………………
iv) Telephone No. of Client ………………………………………………………
v) Value of Contract ………………………………………………………………
vi) Duration of Contract (date) ……………………………………………………..
vii. What goods/services did you supply/offer-------------------------------------------------
(Attach documental evidence of existence of contract)
2. Name of 2nd Client (organization)
i) Name of Client (organization) …………………………………………………
ii) Address of Client (organization) ………………………………………………
iii) Name of Contact Person at the client (organization) ……………………..
iv) Telephone No. of Client ………………………………………………………
v) Value of Contract ………………………………………………………………
vi) Duration of Contract (date) ……………………………………………………..
vii. What goods/services did you supply/offer-------------------------------------------------
(Attach documental evidence of existence of contract)
3. Name of 3rd Client (organization)
i). Name of Client (organization) …………………………………………………
ii).Address of Client (organization) ………………………………………………
iii). Name of Contact Person at the client (organization) ……………………..
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iv).Telephone No. of Client ………………………………………………………
v). Value of Contract …………………………………………………………………
vi). Duration of Contract (date)------------------------------------------------------------------
vii. What goods/services did you supply/offer------------------------------------------------
(Attach documental evidence of existence of contract)
4. Others ………………………………………………………………
(25 points)
7.7 FORM PQ-7 - SWORN STATEMENT BY THE SUPPLIERSPRE-
QUALIFICATION OF SUPPLIERS FOR SUPPLY OF GOODS AND
SERVICES
Umma University intends to update its register for suppliers for various goods, works
and services for the year ending 31/12/2017. Interested eligible suppliers are invited
to apply for prequalification, indicating the category of goods, works or services they
wish to supply.
Having studied the pre-qualification information presented above, we/I,-----------------
---------------------------------------hereby state:
a. The information furnished in my/our application is accurate to the best of my/our
knowledge.
b. That in case of being pre-qualified I/we acknowledge that this grants us the right to
participate in due time in the submission of a tender or quotation on the basis of
provisions in the tender or quotation documents to follow.
c. I/We enclose all the documents and information required for the pre-qualification
evaluation.
d. That Umma University reserves the rights to accept or reject my pre-qualification
documents without necessary providing a reason for such a decision.
e. That pre-qualification does not mean automatic contract award for the goods or
services my/our company have been pre-qualified for. Business award will be based
on availability of resources, needs and competitive quotations and/or bids and if not
competitive, I/we will not be awarded the contract.
f. That in case during the period of the pre-qualification, I/we are not able to do
business with Umma University, for whatever reason, I/We will not hold Umma
University responsible and I/we absorb Umma University of any blame for lack of
business engagement.
Date ……………………………………………………………
18
Applicant’s Name ……………………………………………………
Represented by …………………………………………………………
Signature ………………………………………………………………
(Full name and designation of the person signing and stamp or seal)
NB: Failure to sign this statement will lead to an automatic disqualification of
the supplier/service provider from any further pre-qualification considerations
